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Messaging policy and compliance in Exchange 2016

There are many new and updated message policy and compliance functional features in Exchange 2016.

Email has turn out to be a reliable and ubiquitous communication medium for information exchange among employees in the organizations of all sizes. Messaging stores and mailboxes are turning our as repositories of valuable data.

It’s imperative for organizations to formulate messaging policies which dictate the fair use of their messaging systems, offer user guidelines for how to act on the policies, and where needed, provide details regarding the types of communication which may not be permitted.

Organizations should also design and develop policies to manage email lifecycle, retain and sustain messages for the length of time depending upon business, legal, and regulatory needs, and preserve to retain email records for litigation and investigation purposes, and be ready to search and provide the required email records to fulfill eDiscovery needs.

The following given table depicts an overview of the messaging policy and compliance functional features in Microsoft Exchange Server 2016 :

Characteristics

Detail Description

In-Place Archiving

In-Place Archiving supports helps to regain control of your organization’s messaging data by eradicating the need for personal store (.pst) files and permitting users to store messages present in an archive mailbox which is accessible in Outlook 2010, later editions and Outlook over the web.

In-Place Hold and Litigation Hold

While an obvious expectation of litigation is available, organizations are required to retain and preserve electronically stored information, consisting of email that’s related to the case. In-Place Hold permits you to find and preserve messages matching query parameters. Litigation Hold only permits you to place all items in a mailbox on hold. For both kinds of holds, messages are secured and protected from permanent deletion, tampering, modification, and can be preserved to retain indefinitely or for a specified period.

In-Place eDiscovery

In-Place eDiscovery permits you to search mailbox data across your Exchange organization, preview search conclusions, replicate search outputs to a Discovery mailbox, or export the outputs to a PST file

Administrator audit logging

Administrator audit logs allow you to maintain a log of changes performed by administrators to Exchange server and organization configuration and to Exchange recipients. You may use administrator audit logging as section of your change control process, track or monitor changes and access to configuration and recipients for compliance purposes.

Mailbox audit logging

As mailboxes can significantly contain sensitive, high business impact data and information, also, personally identifiable information, it’s important that you track to monitor who logs on to the mailboxes in your enterprise and what actions are required to be taken. It’s especially imperative to track access to mailboxes via users other than the mailbox owner (known as delegate users). Utilizing mailbox audit logging, you can log mailbox access by administrators, delegates (consisting of administrators with full access permissions), and mailbox owners.

Data loss prevention

Data loss prevention (DLP) in Exchange 2016 consists of 80 sensitive information categories that are ready for you to use in your DLP policies.

Transport rules

Utilize Exchange transport guidelines & rules to look for specific conditions in messages which pass through your organization and take required action on them. You can also use transport rule conditions and exceptions to declare or define when a transport rule is applied, and then apply a transport rule action on messages when the condition is satisfied.

Kristin is a content strategist at Techarex Networks. Kristin follows the B2B technology space closely and loves to write on the latest changes in technology, futuretech and fixes for day to day how to issues. Besides writing Kristin also loves music, moves and skating.